Job Description

The Warehouse Associate directly supports Archival Operations by ensuring the warehouse is orderly, maintained, and functional. Additional duties include assisting with supply chain management, distribution of supplies, pallet storage, operating a forklift and scissor lift, and supporting facilities maintenance. Reporting directly to the Director of Archival Logistics, the person in this full-time position must be capable of lifting at least 40 pounds, hold and retain a license to operate and maintain heavy machinery including a box truck, fulfill requests for forklift support, space management support, and delivery of client materials from an Archival staff.

Responsibilities

VAULT SPACE MANAGEMENT

• Support client collections and Archival Operations at Heritage Werks facilities by maintaining current mapping of pallet locations on the main floor and their movements throughout the facility.

• Support the Director of Archival Logistics by updating and maintaining the mapping of all Rousseau shelving, oversized shelving, and pallet racking.

• Manage vault floor space and pallet racking as well as identify and prepare the floor space for new, incoming collections.

• Support archival staff by adjusting shelf sizing as required.

• Assist with collection or supply relocation in the vault and efforts to maximize shelf space.

• Manage locations in the vault for disaster preparedness materials, heavy machinery, office supplies, cleaning equipment, and remediation tools. Assist with accountability and proper storage.

SUPPLY CHAIN MANAGEMENT

• Proactively support the archival supply program by comparing order quantities and SKUs against incoming order materials, distribute supplies to project managers, and immediately report damaged or missing goods to suppliers for refund or replacement.

FACILITIES MAINTENANCE

• Track the scheduled facility maintenance of major interior and exterior systems, escort contractors and vendors while they are on site providing maintenance support.

• Update the Director of Archival Logistics as to the resolution of maintenance issues and all routine maintenance activities.

• Support the Director of Archival Logistics by ensuring all heavy machinery and equipment (ladders, tables, hazmat suits) are on a maintenance schedule and respond to equipment issues.

• Ensure the exterior of all facilities are neat, clean, and ready for client visits at all times.

DISASTER PREPAREDNESS & RISK MANAGEMENT

• Ensure all Disaster Preparedness Kit (DPK) supplies remain fully stocked and reorder materials as needed based on the required amounts for each kit.

• Deploy Disaster Preparedness Kits (DPKs) in the vault spaces at all facilities as required.

• Assist the Director of Archival Logistics in Risk Management by addressing facility risks and implementing any directed mitigation measures.

COLLECTION RELOCATIONS

• Ensure the safe movement of all client materials between Heritage Werks facilities utilizing proper asset handling protocol, packing materials, and authorized vehicles.

• All other duties as assigned.

Requirements

• Licensed on heavy machinery, with CDL preferable.

• 5+ years’ experience with vendor management.

• 5+ years’ experience working with supply chain management.

• 5+ years’ experience in warehouse operations, collection relocation, heavy machinery, and environmental controls.

• Ability to lift and shift up to 40 lbs. and to maneuver within stacks and workspaces required.

• Excellent verbal and written communications skills.

• Strong commitment to follow through and demonstrated exceptional attention to detail while juggling varied responsibilities.

• Must demonstrate the highest level of integrity and professionalism to work with sensitive information and materials.

• Comfortable supporting cross-functional teams.

• Comfortable engaging with academic and executive colleagues.

• Ability to excel in a deadline-oriented, dynamic, fluid environment that values creative problem solving, ownership, and collaborative teamwork.

• Experienced with Windows and Mac computer platforms.

• Experienced with spreadsheet software.

Competencies

• Attention to Detail

• Task Completion

• Space Management

• Supply Tracking, Organization, and Distribution

• Clear, and Concise Verbal and Written Communication

• Deadline Compliance and Time Management

• Smartsheet and Excel Proficiency

• Collaboration with Archival staff and Directors

• Scheduling

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